Notice of special resolution, Bettong Gully Landcare Group Inc.
Special resolution notice template with the full wording and the 75 percent rule
A notice of special resolution has to give members the exact words of the resolution, the date, time and place of the meeting, and enough notice to decide how to vote. This one page notice for a Victorian landcare group changing three of its rules does that, explains why, and shows what 75 percent of the vote means in numbers.
The document, page by page
Every page as it renders and as it prints, with nothing summarised. Read the wording before you reuse it.
Section by section
What each section is for, so you can keep the ones you need and drop the rest.
- Letterhead and addressee
- Association letterhead with registration number, the date, and every voting member.
- Subject and meeting
- Special general meeting at 7:30 pm on Wednesday 4 November 2026, and the intention to propose a special resolution.
- The resolution
- The full wording altering rules 33A, 49 and 59.
- Explanatory note
- Why the changes are needed and that nothing else changes.
- Threshold callout
- 75 percent of members voting, with a worked example.
- Proxies and lodgement
- Proxy deadline of 2 November and lodging the new rules within 28 days.
- Sign off
- The secretary's signature block, by order of the committee.
How to adapt this document
First, to change the association's name, quote the old and new names in full in the resolution and add a line that the change takes effect when registered. Second, to wind up, attach the committee's statement of assets and debts and name the body that will receive surplus property, as your rules require. Third, if the special resolution is going to an AGM rather than its own meeting, keep this notice separate from the AGM agenda and send both together, so the full wording and the longer notice period are not lost among routine items.
Which law the terms follow
The notice follows the Associations Incorporation Reform Act 2012 for Victorian incorporated associations. Consumer Affairs Victoria states the 21 day notice requirement, the content the notice must include, the 75 percent threshold of members voting, and the 28 day period to notify a change of rules. A company changing its constitution follows the Corporations Act instead, and associations in other states follow their own Acts.
What makes this document work
The resolution is quoted in full
The quote block holds the whole resolution: insert rule 33A for online or hybrid meetings, amend rule 49 to grow the committee from five to seven, amend rule 59 to allow notices by email. Members vote on those words and no others, so they cannot be paraphrased or tidied up on the night.
The threshold is shown as a number
The callout states the rule, at least 75 percent of members voting in person or by proxy, then gives an example: if 60 vote, 45 must vote yes. It also says abstentions are not counted. A rule written as a percentage alone is easy to misread; a worked number is not.
The notice period is generous
The notice is dated Monday 5 October for a meeting on Wednesday 4 November, 30 days later, against a 21 day minimum. Sending it early leaves room for postal delays and for members to lodge proxies by the 2 November deadline without anyone arguing that notice was short.
Questions people ask
What is a special resolution?
A decision an association can only make with a larger majority and longer notice than an ordinary resolution. In Victoria it is needed to change the association's name or rules, amalgamate, or wind up voluntarily, and the rules can add other matters. It passes only with at least 75 percent of members voting in favour.
How much notice is needed for a special resolution in Victoria?
At least 21 days notice to all voting members, stating the date, time and place of the meeting, the full resolution and the intention to propose it as a special resolution, according to Consumer Affairs Victoria. This notice gives 30 days. Check your rules too, because they can require longer.
Do proxies count towards the 75 percent?
Yes, if the association's rules allow proxy voting. The 75 percent is measured against members voting at the meeting, in person or by proxy where permitted. Members who are absent and gave no proxy, or who abstain, are not counted either way, which is why the example uses votes cast.
What happens after the special resolution passes?
The association tells Consumer Affairs Victoria of the change to its rules within 28 days, as the last paragraph of this notice says. Record the number of votes for and against in the minutes, keep a copy of the altered rules with them, and give the new rules to any member who asks for a copy.
Can the wording be changed at the meeting?
Only in minor ways that do not change its substance, if at all, because members who stayed home relied on the notice. A meaningful change, such as seven committee members becoming nine, needs a fresh notice and a new meeting. That is why the full wording is settled before the notice goes out.
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